Fieldglass Features: #9 – Enforcing attachments of receipts to specific expense claims types
Welcome to update #9 of Fieldglass Features.
As a Fieldglass Product Adoption Executive in Australia – I manage a portfolio of 10-15 customers at any one point in time. Each customer is different with different program goals, operational, organisational or regulatory constraints.
The purpose of these blog posts is to highlight opportunities for customers to drive more value creation out of using the Fieldglass application or improve the user experience for your audiences. The Features we’ll discuss should be of interest to most customers – no matter the program type or geographical region.
This week we’re keeping it super simple and making sure you’re aware of a cool feature that may have slipped past you that was delivered in the May 2020 release – Mandatory Expense Receipt.
What does it do:
When a worker is submitting an expense claim in Fieldglass, the first thing they select is the expense code. Typical expense codes may include Meal expenses, Travel expenses, Mileage, Accommodation, etc
The flag Mandatory Expense Receipt on the expense code configuration prohibits a worker from submitting an expense without adding an attachment (receipt) to the expense claim before submitting for approval. The flag is enabled/disabled on each expense code, so say for example you wouldn’t enable it on mileage as there is no receipt, but you may enable it on accommodation, travel expenses etc
Why should it be of interest:
In line with company policy, for a worker to claim certain expenses, they may be required to provide a receipt for say meal, travel or accommodation.. By enabling this new(ish) feature on the expense code – the worker is unable to submit an expense that has this feature enabled – unless they add an attachment (receipt) to the expense. Negating the occurrence of approvers having to reject an expense claim because a receipt wasn’t attached, and also educating workers that a receipt is required to be attached before submitting an expense for approval.
- Effort to implement –super easy, PMO team tick a box on the expense code config page to make attachments mandatory
- Effort to test – super quick less than 5 minutes to test
- Benefits to business – mandatory adherence to business processes requiring receipts to be submitted against certain expense claims. Saves hiring managers having to review incomplete expense claims
Admin menu>expense code>select the expense code – and tick “yes” for config item “Mandatory Expense Receipt”
For more information on expense configuration visit the SAP Fieldglass help page, accessible via the homepage>”?”>product documentation and search expenses to view the time and expense administration guide